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Special Commission Meeting 09-08-2011
MINUTES
SPECIAL COMMISSION MEETING
SEPTEMBER 8, 2011
6:30PM

  • CALL TO ORDER- Mayor Surrency
  • Invocation- Rev. Drew Standridge
  • Pledge of Allegiance- Commissioner Carlton
  • APPROVAL OF AGENDA
Moved to approve the agenda
Motion- Commissioner Carlton            Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • RECOGNITIONS & GUESTS- None
  • COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS- None
  • CITIZEN COMMENTS
  • Vivian Wagner- Apologize for walking out the CRA meeting last night.
  • ROUTINE ITEMS
  • City Commission Minutes- August 16, 2011
Moved to approve the minutes
Motion- Commissioner Roberts            Second- Commissioner Carlton

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Old Health Dept Building
ICM Vause- City was contacted by Mr. Gosnell, from First United Methodist Church.  The First United Methodist Church wishes to strip the old Health Dept of any reclaimable construction materials to use for construction projects in our community.  Staff recommends approval.
Discussion by City Commission and Staff.
Mr. Gosnell explained what type of work will be accomplished with the salvage material.  
Moved to readvertise in the Ocala Star Banner for demolishing and removal for 30 days in no offers received we will revisit the First Methodist Church offer.
Motion- Commissioner Carlton            Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Hawthorne Cemetery Association
City Attorney Harris- The auditors recommended that the City formalize its arrangement with the Hawthorne Cemetery Association in order to keep and maintain a clean paper trail for the restricted funds from the Cemetery as well as to detail and outline each party’s duties and responsibilities.  These funds are restricted funds.

Moved to approve the agreement with the City of Hawthorne and the Hawthorne Cemetery Association.
Motion- Commissioner Roberts            Second- Commissioner Carlton

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • RVS Software for Utility Billing
ICM Vause- Currently the City of Hawthorne utility billing software is Black Mountain.  Black Mountain Software is not compatible with QuickBooks accounting software that the City currently uses.  Staff has researched RVS Utility Billing software package, visited the City of Archer who uses the software and had J&S Accounting Services review the software for compatibility with QuickBooks.  Staff recommends purchasing the RVS software for $6K instead of renewing the support service with Black Mountain Software for $4K.

Moved to purchase the RVS software.
Motion- Vice Mayor Howard               Second- Commissioner Randall


Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Surplus Real Property Bids
ICM Vause- On July 19, 2011 the City received bids for surplus Real Estate Property, all bids were rejected and the city re-advertised the properties for sale.  To date staff has received one bid on property located at 22602 SE 73rd Avenue from Mr. Williams.
Mayor Surrency opened the bid: Mr. Sinatra Williams bid $3600.00.

Moved to accept the bid of Mr. Williams.
Motion- Commissioner Carlton            Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Letter of Engagement for auditing services for year ending September 30, 2011
ICM Vause- Staff recommends approving the resolution to engage Sexton & Schnoll to perform the Financial Audit for FY ending September 30, 2011 & September 30, 2012 (2 years) for $21K per year with a 20% cap for extraordinary circumstances.
Discussion by City Commission & Staff

Moved to approve the audit agreement for FY 2011-2012 with Sexton & Schnoll and engagement letter to include an opt out
Motion- Commissioner Randall            Second- Commissioner Carlton

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Insurance Renewal- Florida League of Cities
ICM Vause- Staff recommends renewing the coverage with Florida League of Cities, Florida Municipal Insurance Trust (FMIT).  The only other vender that has responded to our request for quotes, Preferred Program through Brown & Brown Insurance, has declined because of our loss history.  The premiums of $40,696 are comparable to last year’s premium.  FLC/FMIT allows the City to make quarterly payments starting October 1, 2011.

Moved to renew the City’s insurance with Florida League of Cities.
Motion- Commissioner Carlton            Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Employee Health Insurance
ICM Vause- Staff recommends renewing the coverage with Florida League of Cities.  Three vendors were asked to bid on the employee health insurance.  Florida League of Cities is the lowest bidder.  The premium is $62,492 is 9% lower than last year.  Coverage will start on October 1, 2011.

Moved to approve the employee health insurance renewal with the Florida League of Cities.
Motion- Commissioner Roberts            Second- Commissioner Carlton

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Enterprise Bank Account
ICM Vause- During the 2009-2010 audit, it was learned that the City was mixing revenues from between the different funds.  It is the auditor’s and accounting firms’ recommendation to divide the bank accounts into two separate fund accounts.  Opening a separate checking account for the Enterprise funds will streamline the accounting and more readily define the revenue and expenses associated with this fund.

Moved to direst staff to open an account for the Enterprise Funds @ M&S Bank
Motion- Commissioner Roberts            Second- Commissioner Carlton





Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • City Manager Contract
City Attorney Harris- contract includes changes that the City Commission suggested.  Two items not included and what the City Commission needs to agree on is the term and the salary.

Discussion between City Commissioners.  ICM Vause gave a pay comparison between herself and the former City Manager.

City Commission received comments from: Mr. Harry Carter, Ms. Loraine Douglas, Ms. Jane Stallings, Mr. Mike Stallings, Ms. Vivian Wagner, Mr. Richard Moore, Ms. Memory Stuart, Mr. Julie Faylor, Ms. Benita Dewillaby, Ms Beatrice Sheppard, and Mr. Larry Brown all were supporting the ICM.

Moved to offer $60K and $450 monthly car allowance
Motion- Commissioner Roberts            Second- Commissioner Carlton

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
No
Mayor Surrency
Yes

Vote- 4-1

              Moved to offer a 1 year term of employment contract
              Motion- Commissioner Roberts              Second- Commissioner Carlton

Commissioner Carlton
Yes
Commissioner Randall
No
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
No

Vote- 3-2

  • PUBLIC HEARING
  • Tentative Adoption Preliminary Millage Rate FY 2011
ICM Vause- Staff recommends adopting a preliminary millage rate of 5.3194 mills for 2011-12 which is a -4.82% below the Roll Back Rate.  The adoption of the 5.3194 mills per $1K of assess value will generate ad valorem tax revenue of $244,386.00.
Moved to adopt the 5.3194 mills for FY 2011-2012.
Motion- Vice Mayor Howard               Second- Commissioner Carlton

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Tentative adoption of Budget FY 2011-2012
ICM Vause- Staff recommends adopting the tentative FY 2011-2012 Budget Ordinance on one reading in accordance with FS 200.065.  The tentative budget presented for adoption total of all funds is $2,425,416.

Moved to adopt the tentative budget FY 2011-2012.
Motion- Vice Mayor Howard               Second- Commissioner Carlton

ICM Vause read the Ordinance by title only.


Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • Firearm Possession
Moved to adopt Ordinance on 2nd Reading
Motion- Commissioner Randall            Second- Commissioner Howard

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0

  • DISCUSSION
  • Employee Health Insurance Benefits
Commissioner Carlton- We will eventually have to ask employees to pay 3% of their health insurance.
ICM Vause- Will present a personnel policy to show what the city pays on health insurance for each employee.

  • CITIZEN COMMENTS- None
  • REPORTS/ANNOUCMENTS/INFORMATION
  • ICM Vause- gave update on City Staff, Financial Briefing, Public Works Department, and Lift Stations & Park & Recreation Department.
  • City Attorney Harris- gave an update on the CSX issue.
  • Commissioner Roberts- None
  • Commissioner Randall- None
  • Commissioner Carlton- None
  • Vice Mayor Howard- None
  • Mayor Surrency- Football game Friday night come and support the Hornets.
  • ADJOURN
Moved to adjourn
Motion- Commissioner Randall            Second- Commissioner Roberts

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 5-0


These minutes are submitted for approval.

                                                                                        
LaKesha H. McGruder, CMC                        Matthew Surrency, Mayor
City Clerk